• Gracefield
• Permanent

• Do you have experience working as an Executive Assistant or Administrator with a large or complex organisation?
• Are you good at relationship building and effectively working with a diverse community?
• Will you be able to manage time, prioritise and plan multiple tasks under pressure?

Mō Te Herenga Waka - About Our University

Te Herenga Waka - Victoria University of Wellington is a global-civic university with our marae at our heart. This iho draws off our heritage and is further defined by our tūrangawaewae, in particular Wellington, Aotearoa, and the Asia-Pacific, all of which are expressed in our position as Aotearoa New Zealand's globally ranked capital city university.

Our core ethical values are respect, responsibility, fairness, integrity, and empathy. These core ethical values are demonstrated in our commitment to sustainability, wellbeing, inclusivity, equity, diversity, collegiality, and openness. With, and as, tangata whenua, we value Te Tiriti o Waitangi, rangatiratanga, manaakitanga, kaitiakitanga, whai mātauranga, whanaungatanga, and akoranga.

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting for an Executive Assistant to join the Ferrier Research institute on a permanent, part-time contract.

Key Responsibilities:

• Provide proactive professional executive assistance including diary management, travel/accommodation bookings, document management, and other activities as required to contribute to the smooth running of the Science Team Leader’s programme of work.

• Screen incoming communications and take the appropriate action as required. Monitor and respond to emails as required and proactively prioritise upcoming events and tasks relevant to the Science Team Leader.

• Coordinate meeting requirements as requested, including preparing and distributing agendas, taking minutes, and maintaining action lists from meetings.

• Assist with drafting, editing, and formatting correspondence, reports, formal documentation, presentations, and spreadsheet/database work.

• Maintain effective electronic and paper filing systems and procedures to enable quick access to information.

• Provide coordination and support at events, functions, workshops and meetings hosted or chaired by the Science Team Leader. Liaise with the appropriate staff to ensure all events involving the Science Team Leader are carefully planned, prepared for and proactively managed.

• Undertake other duties and projects as directed from time to time to support the effective operation of the Science Team Leader’s research team.

Ō pūmanawa - About you

You will be a motivated, customer-focused individual who can take the initiative, provide excellent administration and policy compliance.

You will thrive in this role with an excellent manner with people, and ability to influence and manage conflict, strong attention to detail, and self-management skills. This role is busy, challenging, extremely rewarding and interesting for the individual with the right temperament.

You will be a highly organised self-starter and natural relationship builder, who relishes working autonomously as well as contributing positively to a high performing team. You will need effective time management and forward planning to balance meeting deadlines and maintain a high standard of service. The ability to remain calm under pressure and thrive working with a diverse range of stakeholders.

Key Requirements:

• Demonstrated in-depth experience as an Executive Assistant or administrator in a large and/or complex organisation.
• Proven successful experience working in a service delivery organisation with an emphasis on customer service.
• Ability to manage time, prioritise, plan, handle multiple tasks and unpredictable workloads and work under pressure.
• Extensive knowledge of and experience in a range of computer applications including Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint.
• Proven ability to use initiative, problem solve and prioritise tasks to meet deadlines in a demanding environment with excellent attention to detail.
• Proven ability to build and maintain excellent working relationships, with the ability to work effectively with a diverse community, including academic staff, students, contractors, and external stakeholders.
• Excellent written and oral communication skills.
• Knowledge of Internet and Intranet information storage and retrieval systems.

Ētahi kōrero hai āwhina i a koe - Why you should join our team

Our team is fast-paced, likes sharing ideas, and working in a collaborative style. We offer you flexible working arrangements, learning & development programs for Te reo Māori, and job-sharing options.

Role Description

Close Date for Vacancy: 24 August 2021

Contact Details for Vacancy: If you have any questions regarding this role please get in touch with Marie Merdan, at marie.merdan@vuw.ac.nz. But applicants should follow all steps listed below.

Important - Application Steps and information

For applicants who are not NZ Citizens or Permanent Residents, we recommend you check the NZ Immigration website for updates related to Covid19 restrictions on entry to New Zealand: https://www.immigration.govt.nz/about-us/covid-19

Download and complete the University Application Form.

Click Apply Now Button at the base of the advert, follow the process to enter your contact details and add your CV in the online form.

Please include a cover letter in your application, telling us why you’re a great fit for this position then email the completed application form, cover letter and any other supporting documentation to erecruit@vuw.ac.nz stating the reference number and position title from the advert in the subject line.